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Research Foundation Travel

Travel funded by grants under the Research Foundation must follow the SUNY Upstate Medical University travel guidelines as outlined here.

The policies reflect SUNY Upstate Medical University and fall within the guidelines of the Research Foundation Travel Handbook and the OSC Travel Policy.

Research Foundation Travel Reimbursement Submissions

When will I need to use these forms?

  • Employees should use the 2024/25 Travel Pre-approval and Advance Form if they are planning to pay for travel using funds from an RF (Research Foundation) grant (NOT using money from a state account). This form will also be used if you are submitting for reimbursement in advance of your trip.
  • The pre-approval form should be submitted 30 days (about 4 and a half weeks) before any planned trip.
  • The 2024/25 Upstate Travel Reimbursement Form should be used to submit any travel expenses incurred for reimbursement following your trip.

Which form do I use?

  • There’s an easy way to determine which form you need to use; has the trip happened or not? If you’re submitting to pay for travel before the trip has occurred, whether you have personally paid for the expense or not, it is technically an advance. You will use the 2024/25 Travel Pre-approval and Advance Form.
  • Only certain expenses (i.e. airfare, conference registrations) will be paid for ahead of travel. Lodging and per diem meals will be advanced at 80% of the estimated cost.
  • Once you have returned from the trip, you will need to fill out the 2024/25 Upstate Travel Reimbursement Form to reconcile the rest of the expenses incurred. You will be able to note any expenses that have been advanced to make sure you have the correct totals.

How will this make the process easier?

  • All the fields come with instructions about exactly what is required for reimbursement.
  • Forms that need to be filled out are attached to the application, so you do not need to search for what you need.
  • Totals for reimbursement are auto-calculated!
  • Approval from PI/department head is built into the form, eliminating emails and any back-and-forth needed between you and the travel office.
  • Forms can be saved as a draft to return to as needed.
  • The applicant can track where the application is in the process from their account.

Will I have to log in to another website?

Can someone else submit my travel reimbursement on my behalf?

  • Travel can only be submitted for someone else if proxy designation has been granted. Please go here for instructions on designating a proxy.
  • The reimbursement application can only be accessed by the traveler once the form has been saved as a draft or submitted.
  • Applicant proxy’s should complete the form in it’s entirety and submit at the same time.  Draft submissions can only be accessed by the traveler, not the proxy.

We hope this form will make the process of paying for travel simpler and more transparent! If you have any questions about this process, please email the Travel office at [email protected]

Tax-Exempt

Research Foundation is tax-exempt for lodging in 5 states. Please provide a tax-exempt form and inform the hotel of our tax-exempt status at the time of reservation.

Research Foundation Expense Report Payments

Travel expense payments are sent through Oracle. Paper checks are outsourced and may take anywhere from 2 to 12 weeks to be received. We recommend signing up for direct deposit to receive your expense report payment.

If you would prefer to send via email you can complete the paper form and send to [email protected]

Travel Advances

Travel advances may be requested using the Travel Pre-approval Form in infoready.

Advances are paid at 100% for airfare with a paid receipt or a quote for flights that fall within travel status. Economy rates only.

Registration is paid at 100% with a paid receipt or quote. Donations and additional fees such as “fun run” or “casino night” are not eligible for reimbursement.

Lodging is paid at 80% with a quote or reservation confirmation that falls within travel status. Per diem rates should be booked.

Meal per diem is paid at 80%. Please provide a daily agenda from the conference.

Please include a conference flyer or invitation that includes location and event dates.

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